Volunteering keeps The Fifth Elephant and Rootconf’s activities running. It’s a two-way exchange: you help bring the community together, and gain connections, experience, and skills along the way.
Apply once and tell us which events, roles, and dates work for you. The volunteer coordinator will match you with opportunities across conferences, meet-ups, and workshops.
| Activity |
Date |
Location |
| The Fifth Elephant meet-up: Enterprise AI in Production |
31 October 2026 |
Mumbai |
| Rootconf annual conference |
13–14 November 2026 |
Bangalore |
| The Fifth Elephant meet-up |
28 November 2026 |
Hyderabad |
| The Fifth Elephant annual conference |
4–5 December 2026 |
Bangalore |
| Rootconf Platform Engineering meet-up |
January 2027 — date to be announced |
To be announced |
| Workshops |
Dates to be announced |
To be announced |
Volunteer requirements vary by event. Your coordinator will confirm available roles, shifts, and any preparation needed.
Apply to volunteer → http://has.gy/YG4S
- Meet practitioners working in AI, data engineering, infrastructure, and platform engineering.
- Build practical skills in event operations, AV, photography, design, and community communication.
- Make friendships within the community; expand your networks.
- Support the spaces where practitioners share their work and learn from one another.
- Apply once. Tell us your interests, skills, preferred events, and availability.
- Get matched. The volunteer coordinator will contact you about a suitable role and explain the commitment.
- Confirm your shift. You’ll receive your reporting time, responsibilities, and point of contact before the event.
- Prepare and participate. Attend any briefing required for your role, complete your assigned shift, and hand over materials or pending work.
Some roles involve a shift on the event day. Others need preparation or follow-up work. You can express interest in one event or several; applying does not commit you to every activity listed here.
- Access to talks during your non-shift hours.
- Experience working with the community and event team.
- At conferences, volunteer breakfast and lunch as described below.
- A 50% membership discount coupon after the conference, subject to the eligibility requirements below.
Meal arrangements and benefits for meet-ups and workshops will be confirmed separately.
Conference volunteers qualify for the coupon by signing in and out for their full assigned shift, verified against the roster by the hall manager or volunteer coordinator, and keeping their station covered throughout.
Coupons will not be issued for no-shows, early departures without prior notice, or leaving a station without arranging coverage — even if you sign back in later.
If you need to step away, including to attend a session, arrange coverage and confirm your return time with the person covering you. For roles without an onsite shift, check the applicable eligibility requirements with the coordinator before committing.
The Fifth Elephant and Rootconf depend on community support. If you’re able to, we encourage you to purchase a conference ticket or annual Hasgeek membership. This is not a condition of volunteering.
Your coordinator will confirm reporting times for each event, including any setup-day responsibilities. Registration and setup volunteers may need to arrive earlier than other teams.
For two-day conferences, confirm which day or days you can commit to when applying.
Wear comfortable clothing and shoes suited to walking and standing for extended periods. Shorts are fine; formal wear is not required.
Bring your phone, charger, power bank, water bottle, a snack, and a notebook and pen. Your coordinator will let you know if your role requires a camera, laptop, or other equipment.
If you need to withdraw, inform the volunteer coordinator as soon as possible. You may withdraw up to four days before the event without affecting your chances to volunteer in future.
If you need to leave an assigned shift early, give a week’s notice where possible, and at least three days’ notice. For unexpected changes or emergencies, contact the coordinator immediately so coverage can be arranged.
Hasgeek does not reimburse local or inter-city travel for volunteers. Outstation volunteers are responsible for their own travel and accommodation.
All volunteers must follow the Hasgeek Code of Conduct. Please read it before your shift.
At conferences:
- Breakfast: Provided for volunteers. The coordinator takes a headcount in advance; no wristband or token is needed.
- Lunch: Volunteers receive a wristband on the morning of their assigned conference day. This provides lunch access; no separate token is required.
Meal arrangements for meet-ups and workshops will be shared before each event.
You may visit sponsor stalls during breaks to network. Please politely decline swag offered at the stalls.
Hasgeek asks sponsors in advance to set aside swag for volunteers, subject to each sponsor’s allocation. Where sponsors agree to provide it, the coordinator will share collection details for that event.
The roles below cover both The Fifth Elephant and Rootconf. Not every role is needed at every event.
Roles marked Extended commitment involve preparation or follow-up beyond the event-day shift. Exact dates and deliverables will be agreed with the coordinator.
Keep your assigned hall’s audio, slides, video, and recordings running smoothly, including the livestream where applicable.
What you’ll do:
- Set up and test the camera, microphones, mixer, projector, and recording or streaming console.
- Check the equipment against the session schedule.
- Monitor audio levels, video feeds, camera framing, and system health during sessions.
- Start and stop recordings, troubleshoot issues, and escalate when needed.
- Confirm recordings are saved, then power down and pack up equipment.
Good fit if: If you have played around with OBS, are into gaming, and/or are generally comfortable handling AV equipment, stay focused through back-to-back sessions, and can troubleshoot under pressure.
Commitment: Setup and a full event day, as agreed. Reports to the AV lead.
Welcome attendees, help them check in, and answer questions throughout the event.
What you’ll do:
- Check attendees in using the Hasgeek app and scan badge QR codes.
- Distribute lanyards and attendee materials where applicable.
- Explain pass types and food-ticket requirements.
- Keep desk supplies replenished.
- Help with flash talk and Birds of a Feather sign-ups where these are part of the programme.
Good fit if: You enjoy talking to people, stay calm during busy periods, and can pick up app-based check-in quickly.
Commitment: Assigned shifts or a full day. This role may have an early reporting time.
Coordinate speaker readiness, session timing, and transitions in one room.
What you’ll do:
- Before the event, get familiar with the schedule and speakers, join the relevant coordination group, and share technical-check timings.
- Confirm speakers have checked in and completed their technical checks and any required video release forms.
- Guide speakers to the room before their sessions and coordinate with the AV Console Manager.
- Keep sessions on time and manage transitions.
- Direct speakers to the testimonial station, where available.
- After the event, help shortlist speaker photos and contribute to the lessons-learnt document.
This role covers session flow and speaker logistics. Moderating Q&A is a separate responsibility.
Good fit if: You’re organised, calm under time pressure, and comfortable coordinating with speakers and technical teams.
Commitment: A full day while your room is running, plus preparation and follow-up that can be done remotely. You’ll receive the schedule, speaker information, and guidelines in advance.
Support informal, facilitator-led discussions.
What you’ll do:
- Check the room, seating, signage, and equipment before each session.
- Welcome facilitators and arrange video release forms where applicable.
- Keep sessions on time and give time-remaining reminders.
- Help manage capacity, attendee questions, and minor issues.
- Collect feedback, reset the room, and report back to your coordinator.
Good fit if: You communicate clearly, stay organised as plans change, and enjoy helping people participate.
Commitment: Assigned discussion sessions.
Help attendees access meals and verify food-ticket payments where required.
What you’ll do:
- Check volunteer lunch wristbands.
- Direct attendees without food tickets to the payment QR code.
- Verify successful payment through the designated system before admitting attendees.
- Explain food-ticket requirements clearly and politely.
All payments are cashless. Do not accept cash or admit someone without the required payment confirmation or valid meal access.
Good fit if: You’re attentive, reliable, and comfortable managing a queue politely.
Commitment: Rotational shifts around meal times.
Help prepare the venue and keep event logistics moving.
What you’ll do:
- Help coordinate and collect banners, signage, and other materials from vendors.
- Help transport materials to the venue.
- Put up signage and arrange furniture as directed.
- Assist with general physical and logistical tasks during the event.
Good fit if: You’re available before the event, comfortable with practical tasks, and can follow instructions in a busy environment.
Commitment: Intermittent work in the three to five days before the event, plus agreed setup and event-day shifts.
Find engaging ways to capture participants’ experiences and turn them into material for post-event marketing.
What you’ll do:
- Collect experience-based testimonials through short interviews, participant reels, and written feedback.
- Suggest prompts and formats that help participants share what they learned, enjoyed, or found useful.
- Help with the Post-it testimonial wall if needed.
- Obtain consent to use participants’ contributions in marketing materials.
- Organise and hand over recordings, written testimonials, and photos to the content and editing team.
Good fit if: You enjoy talking to people, asking thoughtful questions, and finding creative ways to capture their experiences.
Commitment: Rotational shifts during the event, plus an organised handoff.
Turn participant stories and event footage into reels, testimonials, and highlights for event coverage and post-event marketing.
What you’ll do:
- Create reels and short videos from participant testimonials, interviews, and event moments.
- For onsite assignments, prepare clips for same-day publication.
- For post-event assignments, shape collected stories and footage into marketing materials by an agreed deadline.
- Coordinate with the content team on consent, review, handoff, and publishing.
Good fit if: You enjoy making short-form videos and have a feel for pacing and storytelling. Professional editing experience is not required.
Commitment: Onsite shifts and/or remote work after the event, agreed in advance.
Document sessions, people, and the atmosphere across our events.
What you’ll do:
- Follow a shot list provided before the event.
- Photograph speakers, sessions, workshop activities, candid moments, and sponsor spaces where applicable.
- Organise and hand over photos after your shift or the event.
Workshop attendees who enjoy photography are welcome to express interest in covering a workshop.
Good fit if: You have a DSLR or a good phone camera, an eye for event photography, and can move around without disrupting sessions.
Commitment: Full or partial event-day shifts, or the duration of a workshop, plus photo handoff.
Share useful insights and highlights from sessions with the wider community.
What you’ll do:
- Attend assigned sessions and post takeaways, quotes, and interesting moments.
- Tag the relevant event, community, and speaker handles.
- Prioritise accurate, substantive posts over volume.
Good fit if: You understand the subject matter well enough to identify useful ideas and are comfortable writing quickly for a public audience.
Commitment: Assigned sessions.
Help The Fifth Elephant and Rootconf community groups participate in event conversations.
What you’ll do:
- Share session snippets, moments, and takeaways in the relevant groups.
- Respond to questions and encourage discussion.
- Follow the team’s guidance on what can be shared. Do not post livestream links in these groups.
Good fit if: You enjoy online conversation and can make technical discussions accessible and engaging.
Commitment: Rotational shifts during the event.
Create stickers inspired by The Fifth Elephant and Rootconf communities.
What you’ll do:
- Develop ideas and copy drawing on community references, technical humour, and event themes.
- Design a shortlisted set of standalone, die-cut stickers.
- Prepare artwork to the team’s print specifications.
Good fit if: You have a playful sense of humour, some design skills, and enjoy turning ideas into small, memorable designs.
Commitment: Remote, before the event, with agreed deliverables and deadlines.
Prepare existing designs for production.
What you’ll do:
- Resize and adapt banner designs to print dimensions.
- Finalise layouts for notebooks and other printed materials.
- Check artwork against the supplied print specifications.
Good fit if: You’re comfortable with design tools and enjoy precise layout and production work.
Commitment: Remote, before the event, with agreed deadlines.
Create promotional graphics for conferences, meet-ups, and workshops.
What you’ll do:
- Design posters and social graphics using supplied event details and content.
- Follow the relevant community’s brand guidelines and templates.
- Prepare graphics for the required channels and formats.
Good fit if: You have graphic design skills and can deliver clear, consistent visuals on schedule.
Commitment: Remote, before the event. Work may begin well ahead of the event date.
Yes. Use the same application and indicate which events and roles interest you.
Tell us which dates you can commit to. Your coordinator will confirm whether those dates fit the role before assigning you.
Only if setup is part of your confirmed responsibilities. Any preparation or setup-day commitment will be explained in advance.
Some design, preparation, and post-event editing work can be done remotely. Check the role descriptions and indicate your availability in the application.
Yes, during your non-shift hours. If you need to leave your station during a shift, arrange coverage first.
If you’re assigned to volunteer at that workshop, you can participate while keeping up with your duties. Volunteering at another event does not include workshop admission; workshop seating is limited.
Your coordinator will share the reporting time for your event and role. Registration and setup teams may need to arrive earlier.
Not for every role. Each description explains what helps. Tell us about your experience and interests so we can find a suitable match.
Complete the volunteer application and select your preferred events, roles, and dates. The coordinator will contact you about available opportunities and next steps.
Apply to volunteer → http://has.gy/YG4S
